12 Tips On Conducting Effective Meetings

4- Stay on track

Start on time, and do not repeat everything for latecomers unless it is absolutely essential. Use a "Parking Lot" flip chart or white board to write valid issues that arise to be discussed later, so as to avoid disrupting the planned order of business.

And speaking of order, consider having an agreed upon standard meeting protocol. This could include general rules like "Don't Interrupt, Stay on the Topic," "Be Respectful and Polite" and "Be Brief." Just remind the other attendees that you're not trying to stifle discussion; you're creating an atmosphere where people will be heard so your time will be productive and mutually beneficial.

5- Allow people to opt out

No one should feel imprisoned in a meeting. If someone is there under duress, he will not be productive and could knowingly or unintentionally sabotage the outcome of the meeting. After planning your objectives, determine who should attend. If you only need Charlie from accounting for one item on the agenda, offer him the option of arriving late and leaving early.

6- Watch the time

Appoint a timekeeper if you will be discussing contentious issues that historically have caused lengthy debates. If a couple of participants engage in a discussion that could be better resolved outside the confines of the meeting, suggest that they take it off-line, discuss it later and report the results by e-mail or at the next meeting. Your timekeeper will signal if you're falling behind on your agenda and will ensure that you wrap up at the appointed time — or better yet, earlier.

7- Maintain control

If a heated argument breaks out, stand up and recap both sides, allowing each factions to feel heard and understood. Ask for compromise solutions so everyone will save face. As the meeting leader, remember that someone needs veto power to cut through debates and bring back order, and that responsibility falls squarely on your shoulders.

8- Make your presentation interesting

If you're making a presentation, make it interesting. If you are simply going to lecture the attendees, send them a memo. Do not read every slide of a PowerPoint presentation. Make eye contact. Recap the salient points. Use anecdotes and draw parallels with current procedures. Show how any changes will impact people and productivity. Ask for reactions and impressions to put toward the planning of the next meeting.